Administrative Assistant to Executive Team

Administrative Assistant to the Executive Team

Heirloom Coffee Roasters

Oakland, CA | Full-Time | In-Office / Hybrid

Salary Range: $80,000–$90,000 base, depending on experience

Benefits:
Health benefits, paid time off, paid holidays, employee coffee benefits

Heirloom Coffee Roasters is seeking a highly reliable, detail-oriented Administrative Assistant to the Executive team to support a founder-led, fast-growing specialty coffee company. This role is designed to remove friction from the Executive Team's day-to-day, protect focus, and ensure operational excellence across scheduling, communication, and execution.

This is a startup role. Things move quickly. Priorities shift. The right person brings structure without bureaucracy, anticipates needs, and operates with discretion and confidence. This is a role that will rely on utilizing technology to maximize efficiency.

• Own and manage the Executive Team’s calendar with precision and intention
• Screen, prioritize, and coordinate meeting requests
• Prepare meeting briefs, agendas, and background context
• Track action items and ensure follow-through across internal teams

• Act as the primary gatekeeper for inbound requests to the CEO
• Draft and manage executive correspondence and emails
• Coordinate with investors, partners, advisors, and internal leadership
• Handle sensitive information with absolute confidentiality

• Organize documents, decks, contracts, and files across Google Drive
• Support preparation of investor materials, board documents, and reports
• Take notes in meetings and circulate clear next steps
• Help build and improve internal systems, workflows, and processes
• Manage project tracking systems ( or Asana)

• Coordinate domestic and occasional international travel
• Prepare detailed itineraries and travel briefs
• Support logistics for investor meetings, events, and off-sites

• Support ad hoc projects directly from the CEO and COO
• Step in where needed across operations, planning, or coordination
• Identify inefficiencies and proactively propose solutions

Required

• 2–4 years of experience supporting a founder, CEO, or senior leader
• Strong organizational and prioritization skills
• High level of discretion, trustworthiness, and professionalism
• Comfortable managing ambiguity and shifting priorities
• Able to quickly adapt to new technology and utilize AI for efficiency
• Proficient in Google Workspace, Microsoft Office Suite and modern collaboration tools like Asana or
• You love coffee

• Startup or high-growth company experience
• Exposure to CPG, food and beverage, retail, or e-commerce
• Experience supporting investor or board-related work
• Interest in growing into a more senior executive support role

• The Executive team’s time is protected, organized, and focused on the highest-value work
• Meetings are prepared, efficient, and outcome-driven
• Communication is timely, clear, and professional
• Nothing slips through the cracks

Heirloom Coffee Roasters is redefining what clean, healthy, great-tasting coffee can be. This role offers hands-on exposure to a growing premium brand, direct access to leadership, and a front-row seat to how a modern CPG company rapidly scales.